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<p class="MsoNormal"><span style="font-size:14.0pt;font-family:"Arial",sans-serif">Good afternoon to all<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;font-family:"Arial",sans-serif">See below and you have probably already seen this in the weekly briefs but Brittany and I wanted to make attend this meeting in person or virtually next week so that you are
up to date on what to expect come October 1<sup>st</sup>.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;font-family:"Arial",sans-serif">Thanks<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
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<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> JLab Communications Office <jlab_communications-office@jlab.org>
<br>
<b>Sent:</b> Tuesday, September 10, 2024 11:00 AM<br>
<b>To:</b> Barbara Rice <brice@jlab.org><br>
<b>Subject:</b> Upcoming Changes to JLab's P-Card Program<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#FAFAFA">JLab Internal Memo
<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:13.5pt;font-family:"Arial",sans-serif;color:#202020">INTERNAL MEMO</span></strong><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#202020">
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<p class="MsoNormal"><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020">September 10, 2024</span></strong><b><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020"><br>
<strong><span style="font-family:"Arial",sans-serif">Sent on behalf of Tisca Dorsey, Business & Finance Director</span></strong><br>
<br>
<strong><span style="font-family:"Arial",sans-serif">SUBJECT: Upcoming Changes to JLab’s P-Card Program</span></strong></span></b><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020"><br>
<strong><span style="font-family:"Arial",sans-serif">CONTACT: Steven Lee, <a href="mailto:chilee@jlab.org" target="_blank">
<span style="color:#26ABE2;font-weight:normal">chilee@jlab.org</span></a>, x7412</span></strong></span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#202020">
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<span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020">Dear Colleagues,<br>
<br>
As the lab continues to improve its operational efficiency, the Procurement team would like to inform you of upcoming changes to the Procurement Card (P-Card) program that are essential for DOE compliance. These changes will take effect Tuesday, Oct. 1, and
will impact cardholders, approving officials and requestors.<br>
<br>
Following an assessment of our procurement system by the DOE Procurement Evaluation & Re-engineering Team (PERT), it was determined that updates were needed for the lab’s P-Card program to increase alignment with the
<a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D3c9bb2306f-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=JBuVRenrDF4_1XZ2q9fHYT-s04Y1BN7w_JZYzr0-H-c&e=" target="_blank">
<span style="color:#26ABE2">DOE Acquisition Guide</span></a> and improve our procurement processes.</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#202020"><br>
<br>
</span><strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020">To help guide you through this transition, we are hosting a P-Card holder forum and Q&A session on Tuesday, Sept. 17, at 10 a.m. in the CEBAF Center auditorium and <a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D575f34018a-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=HmP0mgMIN0lfdDgdUq8TD0BBrN4vSeAY9eIbGuEItjQ&e=" target="_blank" title="https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab-2Dorg.zoomgov.com_j_1612175882-3Fpwd-3DH0KQ8FxFAHgutSe5KuOTSaUZYeOSe5.1&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=E94XJswMHgi5jiSeRgyExQUr6qhcKFB8kjUZ3IzvJB4&m=eHT0gtHTdpWqlXVw6_s0Qt21vt7kzeNWPfSZRsaF2lu"><span style="color:#26ABE2;font-weight:normal">via
Zoom</span></a>. </span></strong><span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020">The changes will include: </span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#202020"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:"Arial",sans-serif">New preauthorization requirements before P-Cards are used to make purchases.</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:#202020;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1;-ms-text-size-adjust: 100%;-webkit-text-size-adjust: 100%">
<span style="font-size:10.5pt;font-family:"Arial",sans-serif">An update to the unauthorized/restricted purchase list, including items available from e-commerce, software, seasonal supplies, food, beverages and more.</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:#202020;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1;-ms-text-size-adjust: 100%;-webkit-text-size-adjust: 100%">
<span style="font-size:10.5pt;font-family:"Arial",sans-serif">Streamlining the number of P-Cards that are currently issued. If you are currently a P-Card holder or approving official, you will be contacted if there are any updates that need to be made.</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></li></ul>
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<span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020">Additionally, a greater emphasis will be placed on the use of alternative supply solutions, including: </span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#202020"><o:p></o:p></span></p>
<ul type="disc">
<li class="MsoNormal" style="color:#202020;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo2;-ms-text-size-adjust: 100%;-webkit-text-size-adjust: 100%">
<span style="font-size:10.5pt;font-family:"Arial",sans-serif"><a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D63a2437e4a-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=y8LxlXz-jkMHJ96XE_GqdFlOozhcdQSi_GKXWnLGCXU&e=" target="_blank"><span style="color:#26ABE2">E-commerce
punchout</span></a>.</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoNormal" style="color:#202020;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo2;-ms-text-size-adjust: 100%;-webkit-text-size-adjust: 100%">
<span style="font-size:10.5pt;font-family:"Arial",sans-serif">Basic Ordering Agreements (BOAs).</span><span style="font-size:9.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:7.5pt;margin-right:0in;margin-bottom:7.5pt;margin-left:0in;-ms-text-size-adjust: 100%;-webkit-text-size-adjust: 100%">
<span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#202020">The updated policies and procedures will be accessible via the
<a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3Daf7f918798-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=Xh3DixtAc29O7zJB7p0ZrK2KLbcehuyrdk44ss3SZjw&e=" target="_blank">
<span style="color:#26ABE2">JLab Credit Card Log</span></a> by Tuesday, Oct. 1. Your understanding and cooperation are crucial as the lab implements these important changes.<br>
<br>
If you have any immediate questions or concerns, please feel free to reach out to Senior Procurement Manager Steven Lee at
<a href="mailto:chilee@jlab.org" target="_blank"><span style="color:#26ABE2">chilee@jlab.org</span></a>.<br>
<br>
Best regards,<br>
<br>
<em><span style="font-family:"Arial",sans-serif">Tisca Dorsey</span></em><br>
Business & Finance Director </span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:#202020"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:125%"><strong><span style="font-size:7.5pt;line-height:125%;font-family:"Helvetica",sans-serif;color:#202020">12000 JEFFERSON AVENUE • NEWPORT NEWS, VA 23606 • USA • WWW.JLAB.ORG</span></strong><span style="font-size:7.5pt;line-height:125%;font-family:"Helvetica",sans-serif;color:#202020"><br>
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